20 Tools To Stay Organized And Prevent Leadership Burnout

Forbes

2 days ago

getty
Business leaders today bear a rewarding but heavy burden. As the business landscape has grown progressively more unpredictable in recent years, the stress and pressure that come with running a successful business have also increased.
While stress has always been part of the role, these growing challenges are not only resulting in disorganization, but also significant leadership burnout. To help, 20 Forbes Business Council members each share one tool or habit they recommend leaders adopt to stay organized and prevent burnout as a leader.
I use a simple weekly priorities list. Each Monday, I write down the three to five things that matter most. Doing this helps me cut through the noise, stay focused on impact and avoid the burnout that comes with chasing every fire. I'd recommend it to any leader, as it's low-tech, provides a high level of clarity and keeps you anchored to what really matters. - Stephen Sokoler, Journey
I rely on Notion to stay organized and avoid burnout. It helps me centralize tasks, goals and reflections in one space. I use Notion to journal weekly wins, delegate effectively and track priorities. It brings clarity and control, which are both essential for any leader navigating chaos. - Swami Kakarla, Signitives IT Solutions
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I use a notebook split into two. The left side is a journal for daily insights and reflections, while the right side holds my to-do list. This helps me turn observations into creative solutions. Creating a daily to-do list helps with stress because I believe stress comes from an inability to effectively manage your to-do list. - Soon Hagerty, The Good Bowl
I use time-blocking in a digital calendar, dedicating strict slots for tasks, emails and breaks. This forces focus, reduces multitasking and protects personal time. It's simple, but it stops work from spilling into nights and weekends, which is a lifesaver for high-pressure roles. - Hannah Ma, Globevisa Group
I've gotten pretty attached to Asana as a task list and to-do manager. It's very customizable, enabling prioritization, categorization and tracking. It's also possible to tag team members and get updates all in one place. It can do much more, but that simple view of what's due today, what's coming up and where a task stands helps manage my anxiety. - Rob Davis, NOVUS
Each week, our entire team updates a two-week priority document that outlines what matters most across each person's core workstreams, sorted by client. It brings clarity, alignment and focus, helping us stay proactive instead of reactive. It also helps prevent burnout—not by doing less, but by making sure we're all spending time in coordinated and transparent ways. - Julia Rafal-Baer, ILO Group
I rely on Jira to keep projects, priorities and team progress crystal clear. It breaks big goals into trackable tasks, which helps me stay organized and avoid feeling overwhelmed. When everything's visible and assigned, it's easier to focus, delegate smartly and keep burnout at bay. - Sabeer Nelliparamban, Tyler Petroleum Inc.
I make voice memos for myself. Throughout the day, I capture raw thoughts, reflections or ideas without filtering them. Then, I review and sort them at night. It's like having a conversation with my future self. It keeps my mind decluttered and helps me catch burnout before it sneaks in. Try it—it's clarity on demand. - Arpit Jain, SEO Sets
I use Fellow to stay organized and avoid burnout, as it keeps all my meetings, notes and follow-ups in one place. It helps me lead with clarity and focus, and I'd recommend it to any leader looking to stay on top of things without feeling overwhelmed. - Eran Mizrahi, Source86
I keep a physical whiteboard visible from my desk, but it's not for tasks. I use it to map priorities by impact and energy cost, and it grounds me when digital tools become noisy. Seeing the big picture in my own handwriting adds clarity and reduces cognitive clutter. I recommend it because, sometimes, the best way to manage complexity is to step away from the screen. - Antony Goddard, OKKAMI
I use Freedom to block apps that hijack my focus. It creates an intentional space to think, build and lead without dopamine traps. The ability to not be available is a leadership advantage most ignore. If you protect your attention, you protect your energy. I recommend it to other leaders because protecting your attention is the fastest way to protect your sanity today. - Sahil Gandhi, Blushush
I schedule regular walk-and-talks with my key team members. It's one of the most effective habits I've built as a leader. These informal conversations create space for honest dialogue, build trust and help me stay connected to what's really happening on the ground. Plus, stepping away from a desk often brings fresh perspective and better ideas. - Kent Ingle, Southeastern University
I honestly rely on my on-demand TV apps. I love getting hooked on a great show and having something to look forward to that is not related to work and family. The apps force discipline in my work and naturally make me set aside time for fun. - Arar Han, Sabot Family Companies
Personal well-being, including both physical and mental health, is vital to enduring the pruning process of entrepreneurship. I utilize MyFitnessPal to track my eating and walking metrics throughout overlapping high-stress weeks. I am able to look at what foods were lacking or sustaining through those days. Focusing on my health has readied me for those challenging moments. Health is wealth and worth caring for. - Paul L. Gunn, Jr., KUOG Corporation
My Peloton is nonnegotiable. It's not just a workout—it's how I clear my head, sharpen my focus and get ahead of the day before it begins. Leadership demands clarity under pressure, and my bike gives me that. Before I touch my calendar, I break a sweat. It's discipline, therapy and strategy all rolled into one. - Jeffrey Herzog, Avenue Z
I use a personal red flag tracker to catch the early signs of burnout, such as skipping workouts or checking Slack nonstop. These small changes in habit signal that I'm off-balance, so I reset fast when a few stack up. As a leader, you can't always slow down, so spotting the drift early keeps you sharp and prevents bigger issues. - Zain Jaffer, Zain Ventures
Running offers a powerful way to prevent burnout through both physical and mental rejuvenation. Regular running creates critical mental space by disconnecting you from digital distractions, allowing your mind to process challenges subconsciously. The meditative quality of running promotes mindfulness as you focus on breathing and movement, sparking creative solutions. - Jay Mehta, Seldon Capital
In my experience leading cross-functional teams, using AI for meeting notes and task scheduling has been a major help. It frees up mental space, keeps priorities clear and prevents overwhelm. I recommend it to any leader who wants to stay focused on strategy instead of getting lost in day-to-day work. - Andrew Lopez, 1000 Media
The Superhuman email client has completely changed the way I approach email. It sorts through the clutter better than any other client I've used before, getting me to inbox zero in record time. I also love that the founder pushes weekly updates to the product, so it's constantly getting better. - Larry Bomback, Strategic Nonprofit Finance
I track sleep, not tasks. After nearly derailing during a major deal after weeks of nights with four hours of sleep, I realized my to-do lists were pointless if my brain was running on fumes. My sleep app is now my most crucial dashboard. When my sleep debt rises, I delegate or reschedule. I'm a better leader and developer of talent since prioritizing recovery over productivity. - Shayne Fitz-Coy, Sabot Family Companies